SAEC Capital Campaign Project Team - Charter 

Team Objective

The objective of the Capital Campaign Project Team is to complete execution of approved scope including developing options to achieve the objective of each scope line item, providing definition of each scope item sufficient to execute, developing procurement and execution strategies, and completing construction safely and efficiently and within the timeline of the capital campaign defined by the Vestry.

Team Members

David Rennie – Team Leader

Catherine Runner – Junior Warden

Doug Pecore – Senior Warden

Jamie Martin-Currie – Head of School *

Adrienne Allie

Jerry Gallagher

Frank Guevara – Facilities Manager


* Jamie may not need to attend all meetings, but is needed to advise on school issues, and provide communication back to SAES on decisions made.

Governance

  • General

    • ­ All Saint Andrew’s By-Laws and those of the EDOT apply and will be followed. 

    • ­ The Project Team ultimately reports through the Vestry.

    • ­ Three sub-teams will be formed to manage the details of each major sub-category – Interior Spaces, Exterior Spaces, and Pipe Organ. Team composition and leader of each to be named later. Sub-teams and Sub-Team leaders can be sourced outside the Project Team. 

    • ­The Project Team will report out progress and status periodically to the Vestry and congregation as directed by the Rector and Senior / Junior Warden.

    • ­The Project Team will be accountable for execution of all aspects of approved scope – scope development, development of options to achieve desired objectives (as necessary, may not be true for every case), procurement strategy, bid qualification and tabulation, appropriate bundling of work to maximize efficiency and leverage of spend, risk management, contracting strategy and award, and safe and efficient execution of construction.

    • ­The Project Team will create a logical work flow of scope execution to be timed (as best as possible) with revenue coming in, and to minimize and / or eliminate regret work.

    • Team will need to consult with the Finance Chair and others on some elements such as risk management (appropriate insurance / bonding levels for example for work on site).

    • ­Life of the team will be through execution of all line items or nearly so.  Perhaps less commitment will be needed once execution is under way. If team members resign, the Team Leader will work with Junior / Senior Warden to name replacement members if needed for that particular project stage. 

    • The Project Team will be accountable for all aspects of Project Management – including maintaining a rough schedule, cost estimates, commitments, expenditures, and cost to complete. 

  • SCOPE

    • ­   Each scope item will be managed through a two-part approval process using a one-page scope sheet (to be developed) to include the following:

      • The line-item name

      • Scope objective so a quantifiable means of measuring success of delivery is possible

      • Estimated cost and quality of estimate

      • Any other known information.  

    • First approval is consent to include as scope of the overall project to complete the necessary development work, programming options, time to complete, definitive estimate, etc.

    • ­Sub-teams will when necessary, perform “sensing” activities (could be single or multiple small group meetings) to consider and understand input from the parish congregation and other key members, including any sacred cows.

    • ­Second approval to proceed with implementation after an option has been selected to achieve the objective.   (Note: Vestry will ultimately have to approve commitment of funds)

    • ­As representatives of the congregation, the Junior and Senior warden or both will be the signature authorities on the two-part approval process.  The team will not be approving scope line items, but rather develop options for delivery, recommending solutions, etc. 

    • ­The process will allow the addition of scope line items not currently on the potential scope list.   

    • ­The team will be accountable for prioritizing the work list for execution that makes the most sense. 

  • FINANCIAL

    • ­ The Capital Campaign Funds will be segregated in the SAEC Auxiliary Fund.

    • ­The Vestry will continue to approve commitment of funds, and funds will be released by the normal and existing processes – that is Senior Warden, the Finance Chair, and the Treasurer.

    • ­Authorized signers for contracts are the Senior and Junior Wardens.

    • ­The team will bring each scope item before the Vestry for approval when commitment of funds is necessary.

    • ­All line items will include a contingency, typically this would be 10%, but can be something more or less depending on the level of scope definition at the time of approval. 

    • ­Scope changes within a single line item once approved by the Vestry will be reviewed and supported by the team leader to proceed, as long as it is within the original estimate, including contingency. 

    • ­Scope changes that are a change in definition would go back to the original approval authorities (Senior / Junior Warden).

    • The spending limit for the team is $2.5 mln, and scope will be developed to spend up to this limit.    

    • ­Commitments / spend will be consistent with the expected commitment of pledges (over 5 years), unless the Vestry seeks a bridge loan (to be determined). This will have a large impact on the execution schedule length.